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DOCman 1.5 Manual

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Introduction About Joomlatools Joomlatools is an internationally recognised team of experts specialised in development for Joomla!, the leading open source web content management system. We are a dynamic team, distributed across 3 continents, of highly skilled individuals who have passion and a sense of pride in our work.

Introducing DOCman DOCman is a document and download management solution for Joomla with an intuitive and simple to use administration interface. DOCman makes offering downloadable documents on your Joomla site a breeze. You can manage documents across multiple categories and subcategories, and give users permission to upload, download or edit documents. You can also store documents either locally or remotely and prevent direct linking using our build-in anti-leech system.

Main features of DOCman ● ● ●

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Nested Categories: Documents can be organised across infinite categories and subcategories. Custom Groups: Documents can be owned by a specific registered user, a groups of registered users, all registered users or everybody. Powerful Permission System: Easily set default guest, front-end and document and creator permissions and fine-tuned permission on a document level. DOCman's permissions system gives you full control over who can access, edit, manage and download documents. Remote or Local Storage: You can display a download counter per document. All downloads are also being logged (by user, IP, browser, date and hour) to give you full overview of what is happening with your documents. Integrated Search System: Documents can be searched by name and/or description. The search system integrates with Joomla! using an optional plugin. Statistics: You can display a download counter per document. All downloads are also being logged (by user, IP, browser, date and hour) to give you full overview of what is happening with your documents. Security: The built-in anti-leech system avoids direct linking to documents. Real paths to documents are never displayed to users. Flexible Themes: Change the look and feel of your documents repository using our flexible themeing system. Easily create your own themes to match the look and feel of you site.

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Installation Installing DOCman 1.5 is done through the standard Joomla extension installer. To get there, use the top menu and navigate to Extensions → Install/Uninstall. From this screen you can install DOCman using one of the 3 methods: 1. Upload Package File 2. Install from Directory 3. Install from URL ‘Upload Package File’ is the most common method. Once you have selected the file, click “Upload File & Install” or “Install” depending on the method you have chosen.

Once DOCman has been successfully installed, you will get a screen that allows you to install sample data. If you are unfamiliar with DOCman, this may be useful as you will be able to see real world examples of documents. If you are familiar with DOCman, we suggest you do not install the sample data. By clicking either “Home” or “Add Sample Data” you will be directed to the Control Panel screen of DOCman. If you chose to install the sample data, you will see a message that says the installation was completed. Congratulations, you have now installed DOCman 1.5. Next step, we suggest you read the DOCman 1.5 Configuration documentation.

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Configuration The DOCman Configuration page is where all the default settings for DOCman are maintained. To get there, go to DOCman in the administrator area of your Joomla installation then click on the “Configuration” link in the DOCman submenu.

TIPS: ● Make sure your docman.config.php file IS writable. ● Make sure the folder you choose to use for your DOCman documents actually exists, is writable and secure.

General The general tab is where you set the path to the folder that will hold your DOCman documents.

Path for storing files This path is the full local path on the server, not a path relative to your Joomla installation. TIP: Hit the reset button and DOCman will set the default path for you.

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Front-end This tab provides the settings related to the front-end display of documents such as icon size.

General Settings Section is down? This effectively takes DOCman offline for regular users while allowing access for Administrators and Special users. This is helpful if you are testing your DOCman installation on a live site. Extensions for viewing These are the file extensions available for browser viewing. Use a pipe (|) to separate them. If you wish to allow all file types, simply use * . Number of Documents per page This is the number of documents that will be displayed per page in a Category view. A pagination bar will be displayed when the number of documents exceeds this number.

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Default listing order This sets the field and direction by which documents should be ordered.

Themes Icon size This is the icon sizes used for icons such as file type icons. Trim Whitespace This option will trim whitespace and blank lines to save bandwidth.

Extra Document Information Days for new This setting sets how long, after a document is added, it should display the “new” tag. Downloads to be hot This sets how many times a document should be accessed before it is tagged as “Hot”. Setting this to ‘0’ will turn this feature off. Display Licenses? This sets if document licenses should be displayed. Process content plugins? When set to “Yes”, this will allow third party Joomla content plugins to run on DOCman.

Permissions This tab provides the global permissions for DOCman. Be aware that there are further permission settings available to both documents and groups.

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Guest Permissions Guests This provides the settings for non-registered (non-logged in) guests to your site. Available options are the following: ● No Access - Guests cannot access any documents in DOCman. ● Browse Only - Guests can see but not download/view documents. ● Browse, Download and View - Guests have full access to see and download/view documents. TIP: You cannot mix guest permissions, if you set a document to be for registered users guest users will not be able to view it.

Front-end Permissions Upload This will set which user groups (or single user) can upload files and applies to ALL upload methods. Please note that the default install of DOCman does NOT allow guest to upload files.

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Approve This will set which user groups (or single user) can approve a document and is not the same as the publish permission (which also needs to be set as yes, in order for a document to go live). You can use this to allow a certain group to veto/approve documents while allowing others to upload and create documents. Publish This will set which user groups (or single user) can publish a document.

Document Permissions View This is a global setting of who can view and download documents. This can be overridden in the settings of each document. Override View This sets if creators and/or maintainers can override the view permission. Site Administrators will always have the ability to override the view permissions regardless of this setting Maintain This sets the group that can maintain documents. Override Maintain This sets if creators and/or maintainers can override the maintain permission of a document. Site administrators will always have the ability to override the maintain permissions regardless of this setting. Allow individual user permissions If set to no, permissions will only be available to groups, not individuals. Any document that already has user level permissions will retain them. However, should you edit the document, only groups will be available in the select list. TIP: If you have more than 1000 users it’s advised you turn off individual user permissions as the larger the userbase, the more resources are required.

Creator Permissions Creators Can This allows you to restrict access for creators when required.

Upload This tab allows you to set the permissions related to the upload of files.

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General Settings Upload Methods This sets the methods that are available for uploading files. The methods are the following: ● Upload from your computer via a web based form. ● Link (not upload) files located on other web servers. ● Upload files using a link provided to files on another server. Max. filesize allowed when uploading This is the maximum filesize allowed for uploads. Please do not forget to check your PHP / Server settings because DOCman settings cannot override them. Overwrite files This sets whether DOCman should overwrite that file in the event that a file with the same name is already existing.

File Extensions Extensions Allowed This list the extensions of allowed filetypes that can be uploaded using DOCman. The filetypes should be separated by a pipe (|) .

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User can upload all file types? When set to “Yes” and the ability of users to upload is also set to “Yes”, then users will be able to upload ANY filetype.

File Names Lowercase names? When set to “Yes”, filenames will be converted to lowercase. For example FileName.txt would become filename.txt. When set to “No”, the name would remain as FileName.txt. Filenames with blanks This tells DOCman how to handle filenames with blanks. The options available are the following: ● Allow Blanks - Do nothing if blanks are present in the filename. ● Reject - Files with blanks in the name cannot be uploaded at all. ● Convert to underscores - Blanks will be changed to _ ● Convert to dashes - Blanks will be changed to ● Remove Blanks - blank spaces will be removed, for example “file name.txt” would become “filename.txt” Reject Filenames This is a black list of filenames that cannot be used separated by a |. The default values (index.htm|index.html|index.php) should always be retained unless you have a very good reason for not doing so. It could create a security risk to remove the default values.

Security This tab provides some fundamental security settings.

Anti-leech system? When set to “Yes”, DOCman will only allow people to access documents from hosts listed in the “Allowed Hosts” field. This is handy to prevent other websites from providing direct links to your documents.

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Allowed hosts This is the list of hosts that can link directly to your documents (when the Anti-leech system is set to “Yes”) separated by a |. TIP: Hitting ‘Reset default’ will add your own domain to the list, we advise adding localhost|yourdomain.tld and in some cases www.yourdomain.tld Log views? When set to “Yes”, basic information will be logged for each view/download of a document. This provides a basic platform for tracking who is downloading what. This may be required to be enabled by some third party statistical extensions. In general you would use this for debugging only as it can generate a lot of data on busy sites. Hide remote links This is a basic, but NOT a secure way of preventing users from seeing the actual URL of a remotely linked file.

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Files DOCman allows each document to have an associated file. The file may be located locally on the server that is running DOCman or it may be remotely located and accessed via HTTP.

Files The Files view only provides a listing of the files that are physically on the same server.

Toolbar Actions New Doc This opens a New Document view with the selected file attached. Delete This deletes all checked files. Upload This initiates the Upload process (see Upload section).

Table Actions Name When clicked, a New Document view is opened with the file attached. Update This initiates a process for the replacement of the existing file with a new version. This preserves any links to documents.

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TIP: If you change information used in SEF, such as the title, the link WILL change.

Upload The upload process allows you to upload one or many files to your server. First thing to do is to select the source of the file. This can be from your own computer, from another server or as a link to another server. If you choose “Link a file from another server to this server”, the actual file will remain on the other server.

Upload a file from your computer This option provides a screen where you can select a file from your own computer. 1. Click “Choose File” and then navigate to the file on your computer and select it. 2. Select “Batch Mode” if the file is a zipped archive containing multiple files. The zip file will be unzipped and the files added to your list of files as individual files. 3. 1Once you have selected the file, click “Submit” to start the upload process.

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This option requires that the zip be in a flat file format containing no folders.

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Once the file is uploaded, you will have three options: 1. Make a new document entry using this file - Opens a New Document page with the uploaded file attached. This option is not provided if you selected batch mode. 2. Upload more - Takes you to the previous screen so you can upload another file. 3. Display Files - Takes you back to the Files screen.

Transfer a file from another server to this server Select this option if you want to choose a single file that is located on another server and transfer it to your own server. 1. Enter the URL of the remote file. 2. Provide a name that you wish to use for the local(transferred) copy of the file. 3. Click “Submit� to initiate the transfer of the file.

Link a file from another server to this server For this option, there is no locally located file created, hence no file. This option will take you to the New Document screen.

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Documents Documents are what DOCman presents to users. Documents link a file that is either locally or remotely hosted.

Documents This view provides a listing of all documents and is the entry page for the management of documents.

Toolbar Actions Publish This publishes all checked documents. Unpublish This unpublishes all checked documents. Add This takes you to a blank document form so you can create a new document. Edit This takes you to a populated document form so you can edit the details of the selected document.

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Copy This allows you to copy the selected documents to a chosen category and retain the original(s) in its category. Move This allows you to move the selected documents to a chosen category and not retain the original(s) in its category. Delete This deletes all checked documents.

Table Actions Name This takes you to the document form so you can edit the details of the selected document. File Clicking this will initiate a download of the document’s file. Published Clicking this will switch the category between Publish and Unpublish.

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Document This view allows the creation and editing of documents.

Toolbar Actions Save This saves the document and returns you to the Documents page. Apply This saves the document and returns you to the Documents page. Cancel This returns you to the Documents page without saving anything.

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Main Form Fields Name This is the name of the document. Category This allows the selection of a single category. Published Clicking this will switch the document between Publish and Unpublish. Description This is the document’s description.

Tab Form Fields Document Tab

Thumbnail This provides a select list of images in the images/stories folder from where you can select a thumbnail image of the document. You can upload thumbnail images via Joomla’s built-in media manager. File This is a list of files available to be attached to the document. Date This is the published date of the document.

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URL of Document This field provides the link to the file, when the attached file is hosted remotely. Homepage This is an optional field for the display of a homepage link in the front-end.

Permissions Tab

Viewers This is the group or individual who may view the document. Maintainer This is the group or individual who may maintain the document.

License Tab

License Type This displays a list of available licenses. Select one license that applies to your document. The list is maintained in the Licenses area of DOCman. Display Agreement/License when viewing This sets if the viewer can see the license.

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Details Tab

CRC Checksum This allows the provision of a CRC checksum. MD5 Checksum This allows the provision of an MD5 checksum.

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Categories Categories are how you group documents in DOCman. Unlike Joomla’s native Sections/ Categories system, DOCman categories can go well beyond 2 levels. In theory, the category depth is unlimited, although going too deep could create performance issues.

Categories The “Categories” page lists your categories. By default, the list will be limited. But you can set the limit of the pagination by changing the Display setting at the bottom.

Toolbar Actions Publish This publishes all checked categories. Unpublish This unpublishes all checked categories. Add This takes you to a blank category form so you can create a new one. Edit This takes you to a populated category form so you can edit the details of the selected category. Delete This deletes all checked categories.

Table Actions Category Name This takes you to a populated category form so you can edit the details of the selected category.

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Published Clicking published will switch the category between Publish and Unpublish. Order Clicking the up or down arrow will raise or lower the category respectively. It will only go up or down in relation to its siblings. Access This changes the access level and restricts access to the selected group. Available groups are the following: ● Public - Anyone can access the category. ● Registered - Only people logged into the site can access the category. ● Special - Only people with administrative access can access the category.

Category The Category page is used to create or edit a category.

Toolbar Actions Save This saves the category and returns you to the Categories page. Apply This saves the category and returns you to the Categories page. Cancel This returns you to the Categories page without saving anything.

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Fields Category Title This is the title of the category. Category Name This is similar to the alias in Joomla. This is used in URLS, hence the use of spaces and/or special characters is not advisable. Parent Item This is the parent category. Select “Top” to place the category at the top of its own tree. Image This allows you to select an image for the category. Images are from Joomla’s own images. Use the Joomla media manager to add an image. Image Position This allows you to place the image to the left or right of the text. Ordering This allows you to change the position of the category held in relation to its siblings. Access Level This allows you to select the access level for the category (and its contents). These levels are Joomla groups and it acts the same way as Access Levels throughout Joomla. Available groups are normally the following: ● Public - Anyone can access the category. ● Registered - Only people logged into the site can access the category. ● Special - Only people with administrative access can access the category. Published This sets the published state of the category. Description This provides a description for the category.

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Groups Groups provide a basic level of permissions that would suit most environments.

Groups

Toolbar Actions Add This takes you to a blank group form so you can create a new group. Edit This takes you to the edit page for the selected group form so you can edit the details of the selected group. Delete This deletes all checked groups.

Table Actions Group This takes you to the edit page for the clicked group form so you can edit the selected form. Email This takes you to the Email form so you can send an email to the group users.

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Group This page provides the management of a single group. This is not a granular ACL so there are no parent/child relationships nor inheritance of permissions. It is a simple yet effective method of managing access.

Toolbar Actions Save This saves the group and returns you to the Groups page. Apply This saves the group and returns you to the Groups page. Cancel This returns you to the Groups page without saving anything.

Form Fields Group This is the group’s name. Description This is a description of the group. Members This part of the form is where you assign users to the group. To do so, select one or more (use shift key) user(s) in the left column then click the right arrow button between the columns. To remove users from the group, select users in the right column and then click the left arrow.

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Licenses This is where licenses used by your documents are created and maintained.

Licenses

Toolbar Actions Add This takes you to a blank license form so you can create a new license. Edit This takes you to the edit page so you can edit the the selected license. Delete This deletes all checked licenses.

Table Actions Name This takes you to the edit page so you can edit the the selected license.

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License This form provides the creation and editing of licenses.

Toolbar Actions Save This saves the license and returns you to the Licenses page. Apply This saves the license and returns you to the Licenses page. Cancel This returns you to the Licenses page without saving anything.

Form Fields Name This is the name of the license. License Text This is the the legal text of the actual license.

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Statistics This page provides the number of downloads per document.

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Download Logs The DOCman download logs option allows you to review what users are downloading from your site. It also provides more details about the user.

Downloads The “Download Logs� page lists all download logs since logging was enabled or since the logs were last deleted.

Toolbar Actions Delete This deletes all checked categories. Home This leads back to the DOCman control panel. Support This will take you to the Joomlatools support portal.

Table Actions IP Address Clicking any IP address will perform a whois lookup on that particular IP address.

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Themes DOCman provides installable themes much like the way Joomla does it. This area is for the management of the themes.

Themes

Toolbar Actions Default This sets the selected theme as the default for DOCman. Add This takes you to the Theme installation page. Edit This takes you to the edit page for the selected theme for the purpose of changing parameters. Delete This deletes all checked themes (default theme cannot be deleted).

Table Actions Name This takes you to the edit page of the selected theme. Author This provides a Mailto link to the theme author. Author URL This provides a link to the theme author’s site.

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Install Theme This page provides a form similar to Joomla’s own extension install form for the installation of new themes.

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Thumbs DOCman’s Thumbs is part of the productivity pack and is a small plugin that takes the pain out of generating thumbnails for various media formats.

Installing Thumbs is not included in your DOCman installation. It must be downloaded from the Joomlatools Member Center. Once you have downloaded the Thumbs package, proceed to the Joomla standard installer. 1. Select ‘Extensions → Install/Uninstall’. 2. You will want to use the ‘Package File’ option. 3. Click ‘Choose File’ and browse for the Thumbs package you downloaded. 4. Then click on ‘Upload File & Install’. You have now completed installing the Thumbs plugin.

Preferences The Thumbs preferences can be found under the Plugin Manager via Extensions → Plugin manager → DOCman Thumbs.

Plugin Parameters Extensions This is where you enter the file extensions for the filetypes you allow to have thumbnails. The correct usage is ext,ext,ext i.e png,jpg,gif

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We advise only entering the filetypes you wish to use for thumbnails to improve performance, not all filetypes will work out of the box. Some files, such as PDF, may require additional libraries. Width This sets the width of the thumbnail. Height This sets the height of the thumbnail. Output Format This sets the format of the thumbnail output. JPEG Quality This setting is only applicable if the above is set to JPEG. The higher the JPEG quality, the better it will look. It is important to note that filesize also increases with quality. Background Color This sets the background color to use for the thumbnail. Greyscale This sets all thumbnail outputs to greyscale.

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DOCman Notify DOCman Notify is part of the productivity pack and is a small plugin which will alert selected administrators (via email) when an action (download, edit, upload, etc) is done on a document within DOCman’s repository.

Installing Notify is not included in your DOCman installation and must be downloaded from the Joomlatools Member Center. Once you have downloaded the Notify package, proceed to the Joomla standard installer. 1. Select ‘Extensions → Install/Uninstall. 2. You will want to use the ‘Package File’ option. 3. Click ‘Choose File’ and browse for the Notify package you downloaded. 4. Then click on ‘Upload File & Install’. You have now completed installing the Notify plugin.

Preferences Notify preferences can be found under Extensions→ Plugin manager → DOCman - Notify.

Parameters Send to This is where you enter the email address of those you wish to receive notifications from DOCman Notify, you should enter each item separated by a pipe (|). For example: user1@domain.tld|user2@domain2.tld|user3@domain99.tld2

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Notify on upload (site) This notifies users when a file has been uploaded via the site (front-end). Notify on edit (site) This notifies users when a document has been edited via the site (front-end). Notify on download (site) This notifies users when a document has been downloaded via the site (front-end). Notify on edit (admin) This notifies users when a document has been edited via the Administrator panel (backend).

DOCman Populate DOCman Populate is part of the productivity pack and is a component that has been designed to allow administrators to import files and turn them into documents in bulk quantities.

Installing Populate is not included in your DOCman installation and must be downloaded from the Joomlatools Member Center. Once you have downloaded the Populate package, proceed to the Joomla standard installer. 1. Select ‘Extensions → Install/Uninstall’. 2. You will want to use the ‘Package File’ option. 3. Click ‘Choose File’ and browse for the Populate package you downloaded. 4. Then click on ‘Upload File & Install’. You have now completed installing the Populate component.

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Preferences Populate preferences can be found under Components → DOCman Populate → Configuration. The configuration page is like a standard document creation page with a small exception, the Config tab.

Parameters Global Configuration Skip Files This indicates what files you want Populate to automatically dismiss and not import. In most cases, the default entries will be enough. However, if you wish to add more, remember to separate them with a pipe (|). Orphans An Orphan in DOCman is a file without a document. In most cases, you will want to leave the option to only show orphans. However, if you wish to create lots of duplicates, setting the option to show all files will do the trick.

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Strip Extension This option will remove the extension from any file it imports. For example, myfile.png would be imported as myfile. TIP: Remember that only the first extension will be stripped. For example, .tar.gz files will have the .gz removed leaving the .tar to be further removed. Clean up title This cleans up the title of imported documents by removing underscores and applying capitalization. With this option enabled, import ‘my_file’ would result in it being imported as ‘My file’. Use file time This attempts to set the imported documents import time to the last creation/modification date of the file being imported.

Cron Configuration The cron or crontab configuration helps you get going with automated importing of documents. It allows DOCman to do the work while you sit back and relax. Cron Comment We offer 3 crontab suggestions out of the box ● lynx ● wget ● curl The suggested options can simply be added to your existing crontab. TIP: Other options may also work. We offer the most popular methods out of the box. It should be noted that you may need to tweak the commands depending on your server also. Cron Category The cron category is the default category where all items are imported into. This is handy if you wish to sort them as they are added, modify them before publishing live or you just want them live as soon as possible - there is a whole world of options.

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Import Files This page allows you to manually import files into your DOCman database with a few simple clicks.

Toolbar Actions Import This imports the selected files into the selected category.

Selection Fields Files Select the files you wish to import (hold the CTRL key on your keyboard for multiple selections). Categories Select the category you wish to import the selected files into. TIP: You may only import to one category at any time.

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Index DOCman 1.5 Manual Introduction About Joomlatools Introducing DOCman Main features of DOCman Installation Configuration General Path for storing files Front-end General Settings Section is down? Extensions for viewing Number of Documents per page Default listing order Themes Icon size Trim Whitespace Extra Document Information Days for new Downloads to be hot Display Licenses? Process content plugins? Permissions Guest Permissions Guests Front-end Permissions Upload Approve Publish Document Permissions View Override View Maintain Override Maintain Allow individual user permissions Creator Permissions Creators Can

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Upload General Settings Upload Methods Max. filesize allowed when uploading Overwrite files File Extensions Extensions Allowed User can upload all file types? File Names Lowercase names? Filenames with blanks Reject Filenames Security Anti-leech system? Allowed hosts Log views? Hide remote links Files Files Toolbar Actions New Doc Delete Upload Table Actions Name Update Upload Upload a file from your computer Transfer a file from another server to this server Link a file from another server to this server Documents Documents Toolbar Actions Publish Unpublish Add Edit Copy Move Delete Table Actions Name File Published Document Toolbar Actions Save Apply

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Cancel Main Form Fields Name Category Published Description Tab Form Fields Document Tab Thumbnail File Date URL of Document Homepage Permissions Tab Viewers Maintainer License Tab License Type Display Agreement/License when viewing Details Tab CRC Checksum MD5 Checksum Categories Categories Toolbar Actions Publish Unpublish Add Edit Delete Table Actions Category Name Published Order Access Category Toolbar Actions Save Apply Cancel Fields Category Title Category Name Parent Item Image Image Position Ordering Access Level

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Published Description Groups Groups Toolbar Actions Add Edit Delete Table Actions Group Email Group Toolbar Actions Save Apply Cancel Form Fields Group Description Members Licenses Licenses Toolbar Actions Add Edit Delete Table Actions Name License Toolbar Actions Save Apply Cancel Form Fields Name License Text Statistics Download Logs Downloads Toolbar Actions Delete Home Support Table Actions IP Address Themes Themes Toolbar Actions

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Default Add Edit Delete Table Actions Name Author Author URL Install Theme Thumbs Installing Preferences Plugin Parameters Extensions Width Height Output Format JPEG Quality Background Color Greyscale DOCman Notify Installing Preferences Parameters Send to Notify on upload (site) Notify on edit (site) Notify on download (site) Notify on edit (admin) DOCman Populate Installing Preferences Parameters Global Configuration Orphans Strip Extension Clean up title Use file time Cron Configuration Cron Comment Cron Category Import Files Toolbar Actions Import Selection Fields Files Categories Index

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